of municipal recorders...september 20 - 22, 2017 best western agate beach inn newport, oregon 35th...

SEPTEMBER 20 - 22, 2017

BEST WESTERN AGATE BEACH INN

NEWPORT, OREGON

35th Annual Conference

Oregon Association of

Municipal Recorders

Facility Map

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President’s Message ................................................ 4

Mayor’s Message ..................................................... 5

OAMR Board ........................................................... 6

Honored Guests ...................................................... 7

Conference Information ......................................... 8

Conference Program at a Glance .......................... 10

Detailed Schedule .................................................. 11

2016-2017 IIMC Certifications ............................. 20

Northwest Clerks Institute ................................... 21

Sponsors ................................................................ 22

Exhibitors .............................................................. 23

Scholarships .......................................................... 24

About Our Fundraisers ......................................... 26

Community Outreach Project ............................... 27

OAMR Past Presidents ......................................... 28

Special Recognition .............................................. 29

President’s Award of Distinction Recipients ........ 30

Recorder of the Year Recipients ........................... 31

Conference Committee ......................................... 32

OAMR Committees ............................................... 33

Our Diamond Level Sponsors ........................ 34-35

Invitation to 2018 Conference .............................. 36

Our Values & Goals ............................................... 37

Table of Contents

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LLIGHTINGIGHTING THETHE FFUTUREUTURE Welcome to the 35th Annual OAMR Conference in Newport. First Vice President Debbie Hamilton, CMC, and Host Recorder Peggy Hawker, MMC, and the OAMR Conference Committee have been hard at work creating a great conference experience. Please join me in welcoming our Honored Guests in attendance this year and our first-time attendees. On Wednesday, our Academy Session will be held and is

titled “Diversity and Change in the Workplace” and is presented by Dr. Marche Fleming-Randle. We have great concurrent sessions on Thursday and Friday and also on Friday we will again be offering an Athenian Leadership Dialogue. On Wednesday evening, please join me for the President’s Welcome Reception where we welcome all our attendees and exhibitors. On Thursday evening, you will have the opportunity to join our annual Pink Walk that raises scholarship money in honor of our member Kathy Ishiara who lost her battle with breast cancer. In addition, you can join Mr. Bill’s Trivia at the Rogue Ales Public House after the walk. Please bring your silent auction donations and your region basket goodies to the conference. Friday night will be your chance to bid on fun and amazing items. Remember that all the money we raise goes directly to scholarships for next year. At our business meeting on Friday morning, you will have the opportunity to vote for the location of the 2019 Conference and for your incoming officers for the next fiscal year. Agendas will be available on the OAMR website and paper copies will be available at each table if you don’t have a chance to get it downloaded. This past year has been a wonderful experience. I am honored by the opportunity to have been your President. I will always treasure the memories and the friendships I have made as I have represented OAMR throughout the year. The support of the OAMR Board, the OAMR membership and our IIMC Region IX Directors made my job a pleasure. The past three years have been some of the most rewarding in my life. Thank you for the opportunity to serve you. Now it’s time for “Lighting the Future” together. Have a wonderful conference experience full of fun, education and networking as we enjoy our Conference on the beautiful Oregon Coast!

Dale Shafer 2016-2017 OAMR President

President’s Message

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Mayor’s Message

Greetings OAMR Members!

On behalf of the City Council of the City of Newport, I welcome you to our community! We are pleased that you have selected Newport as the site of your 2017 Annual OAMR Conference, and hope that the Conference is a huge success and that you enjoy your time in our beautiful city!

A few facts about Newport. The city is a diverse community. It is:

a prime tourist destination on the Central Oregon Coast

the county seat of Lincoln County

a hub for arts, culture, and cultural tourism

a major commercial and recreational fishing port

a nationally-recognized working waterfront that successfully incorporates commercial fishing, seafood processing, and tourism

one of the nation’s largest marine science education and research centers

the site of Oregon State University’s Hatfield Marine Science Center

home to NOAA’s National Marine Operations Center

home of the Oregon Coast Aquarium

home of a major United States Coast Guard station and USCG Air Facility

home to a thriving forest industry with a large logging and paper processing presence

In perusing the website of the International Institute of Municipal Clerks, I found the following: “The eminent political scientist, Professor William Bennett Munro, writing in one of the first textbooks on municipal administration (1934), stated, "No other office in municipal service has so many contacts. It serves the Mayor, the City Council, the City Manager, and all administrative departments without exception. All of them call upon it, almost daily, for some service or information. Its work is not spectacular, but it demands versatility, alertness, accuracy, and no end of patience. The public does not realize how many loose ends of city administration this office pulls together." These words, written more than 80 years ago, are still true today. I cannot say enough about the services that each of you provides to your city.

While I recognize that you are here to learn new things and hone existing skills, I urge you to take time to explore the city. There are many unique shops and restaurants, including those in Nye Beach, Bayfront, City Center, and South Beach. Opportunities abound for fun activities including sport fishing, ocean and bay cruises, whale watching, glass blowing, shopping, and much, much more. So, enjoy everything Newport has to offer!

Sandra N. Roumagoux Mayor City of Newport

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President Dale Shafer Nehalem

First Vice President Debbie Hamilton, CMC Sutherlin Secretary Trudy Borrevik, CMC Cottage Grove Immediate Past President Michele Eldridge, CMC Harrisburg

Region II Director Angie Lanter, CMC

Banks

Region IV Director Kelli Weese

Florence

Region VI Director Lisa Morgan

Prineville

Second Vice President Nicole Morris, CMC

Tualatin

Treasurer Kimberlyn Collins

Talent

Region I Director Kathy Payne, CMC St. Helens Region III Director Phyllis Bolman, MMC Monmouth Region V Director Karen Spoonts, MMC Medford Region VII Director Nancy Parker, CMC Athena

2016-17 OAMR Board

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Mary Kayser, MMC Not able to attend. IIMC President Fort Worth, Texas Tracy Davis, MMC IIMC Region IX Director Keizer, Oregon Sheri Pierce, MMC IIMC Region IX Director Valdez, Alaska Nova Javier, MMC, President Alaska Association of Municipal Clerks Kodiak, Alaska

Wendy Klock-Johnson, MMC, President City Clerks Association of California Sacramento, California Dee Roberts, MMC, President Washington Municipal Clerks Association South Bend, Washington Joann Tilton, MMC, Director Northwest Clerks Institute Manteca, California

Honored Guests

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CONFERENCE LANYARDS: Registration includes a name tag lanyard to wear for the duration of the conference. It will include a meal ticket for the Friday night Banquet which needs to be placed where you sit. Lanyards also have ribbons which designate new members, special guests, speakers, exhibitors, past presidents, Conference Committee, and the OAMR Board. Watch for the new member/first time attendees, and make someone feel welcome with a big OAMR hello!

ANNUAL BUSINESS MEETING: The business meeting will be held Friday at 8:00 am. The meeting packet is available on the OAMR website and at the registration desk. A few hard copies will be available at the meeting. It is important everyone attend to participate in the election of our 2017-2018 Board, approve our 2017-2018 Budget and select our 2019 conference site. Your participation and discussion on these significant matters is vital to the continued success of the organization.

MEALS: Meals include lunch on Wednesday and Thursday; and breakfast, lunch and banquet on Friday. Extra tickets for any event can be purchased at the registration area.

BREAKS: Use conference breaks to get a refreshment, visit with exhibitors, network with other Recorders, purchase raffle tickets, and view/bid on silent auction items.

PICTURES: Region pictures will be taken after the annual business meeting on Friday morning. New Board, Past Presidents, and Honored Guests pictures will be taken during the President’s Reception before the banquet. Please be on time.

CONFERENCE ATTIRE: Conference and event attire should be whatever is comfortable for you, normally most do business casual. The conference rooms can be chilly so you might want to bring a sweater or light jacket. For the Friday night Annual Banquet, please wear what makes you happy; whether you prefer sparkles & glitz or business attire! No matter what you wear don't let clothes keep you from attending the Banquet and being able to enjoy the full experience! We want you to have a wonderful time!

HOTEL BUSINESS CENTER: The conference hotel has computers and a printer that you can use. They also have a copy machine and fax machine in their office that you can use.

Conference Information

Please silence your cell phone during all

conference sessions.

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PRESIDENT’S WELCOME RECEPTION: All conference attendees are invited to attend this casual event on Wednesday evening in the Cove Gallery where both new and seasoned OAMR members can meet and socialize. Mentors are asked to attend with their mentees to help them get acquainted. There will be light appetizers and a no-host bar.

PRESIDENT’S CORNER: President Dale Shafer will be honored with a reception on Friday evening at 6:00 pm in the Agate Ballroom. Please join us to thank Dale and celebrate her year as OAMR President!

SPONSORS/EXHIBITORS: These OAMR supporters are a vital part of putting on a great conference. Please take the time to visit their booths, introduce yourself, and get your door prize form signed. Drawing for the prize will be posted at the registration desk at the end of the last session on Friday. All exhibitors will be invited to attend the Thursday lunch, so please welcome them and voice your appreciation for their support of OAMR.

COMMITTEE SIGN UP SHEETS: Please join one or more of the OAMR committees; they are the backbone of our organization. Your contribution of time, ideas, and effort are greatly needed and appreciated. Forms will be located in the registration area. Most of the meetings for the committees can take place via email and telephone, so don’t let distance be a deterrent to signing up.

CONFERENCE EVALUATION AND PLANNING FORMS: Conference evaluation and planning forms will be emailed to all OAMR members following the conference. Completed forms should be emailed to incoming First Vice President Nicole Morris at [email protected].

SESSION HANDOUTS: Some handouts are on the OAMR website. Use a scanner app on your smartphone to capture the QR code to the right. Other session handouts will be made available following the conference.

FIRST TIME ATTENDEES: OAMR extends a special warm welcome to the first time attendees. These members will have hot pink ribbons on their name badges. Please welcome these members and make their conference a memorable one.

CONFERENCE CERTIFICATES: Conference certificates will be placed on the OAMR website after the conference.

Conference Information

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Day / Time Class Location

Wednesday - 9/20 Breakfast on your own

9:00 - Noon Annual Academy Session Jasper/Onyx

Noon - 1:00 pm Lunch Onyx

1:00 - 4:00 pm Academy Session continued Jasper/Onyx

5:00 - 6:30 pm President’s Welcome Reception Rainbow/Moss

Dinner on your own

Thursday - 9/21 Breakfast on your own

7:00 - 8:00 am Mentor/Mentee/1st Timer Breakfast Rainbow/Moss

8:00 - 9:30 am Opening Ceremony Jasper/Onyx

9:45 - 11:30 am *Welcome to OAMR! Cove Gallery

*Emergency/Disaster Planning Jasper

*Helping People Who Don’t Look Like You to Have Successful Local Government Careers

Onyx

11:30 - 12:45 pm Lunch: Exhibitor Presentations & Invitation to 2018 Conference Onyx

1:00 - 2:45 pm General Session: Public Records Jasper/Onyx

3:00—4:45 pm General Session: Public Meetings Jasper/Onyx

5:30 pm Pink Walk (formerly Kathy Walk) Meet in Lobby

6:00 pm

Dinner on your own

Friday - 9/22 8:00 Breakfast & Annual Business Meeting Onyx

9:30 - 9:45 am Region Pictures TBD

9:45 - 11:30 am *Athenian Leadership Dialogue (all day) Cove Gallery

*Minutes and Tricks of the Trade Onyx *Public Speaking (all day) Jasper

11:30 - 1:00 pm Lunch and IIMC Region IX Meeting Rainbow/Moss

1:00 - 2:45 pm *Athenian Leadership Dialogue (continued) Cove Gallery

*Minutes and Tricks of the Trade Onyx

*Public Speaking (continued) Jasper

3:00 - 5:30 pm *Athenian Leadership Dialogue (continued) Cove Gallery

3:00 - 4:45 pm *Emergency/Disaster Planning Onyx

*Public Speaking (continued) Jasper

6:00 pm President’s Corner/Silent Auction/Social Hour Agate Ballroom

7:00 - 10:00 pm Annual Banquet Agate Ballroom

Mr. Bill’s Trivia—Rogue Ales Public House in Newport

* Concurrent Session

Conference Program at a Glance

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7:00-8:00 am Breakfast on your own

8:00-8:30 am Academy Registration: Jasper/Onyx Room 8:30-10:30 am Annual Academy: Diversity and Change in the

Workplace Location: Jasper/Onyx Room Speaker: Dr. Marche Fleming-Randle Convener: Peggy Hawker, MMC

Description: Seasons change and so do we. In today’s workplace, staff carries more challenges than ever before in working in a positive and public environment. City Recorders are called upon to deal with a diverse workforce, and consumers with diverse challenges. Often communication breaks down when supervisors have to deliver tough news about substandard performance, changes, workplace change, team conflict, or a variety of other problems. Seasons change and so do we as we develop effective ways to facilitate dialogue with employees, stakeholders, and city officials in a way that lets us maintain control while moving into a more technologically advanced workplace. This session will focus on positivity, dealing with difficult elected officials, workforce drama, diverse generational workplaces, and ethical dilemmas to help you become a positive change agent.

The academy session is approved for three CMC or MMC educational points. You must attend the entire session and complete an assessment to receive educational points. Certificates will be emailed after the assessment is received.

10:30-10:45 am Break: Hallway

10:45-Noon Annual Academy: Continued

Noon-1:00 pm Lunch: Jasper/Onyx Room

1:00-3:00 pm Annual Academy: Continued

3:00-3:15 pm Break: Hallway

3:15-4:00 pm Annual Academy: Continued

5:00 pm President’s Welcome Reception Sponsored by Diamond Sponsor Code

Publishing Co. Location: Rainbow/Moss Room

This is a casual no-host gathering for all members.

6:00 pm Honored Guests Dinner: Meet in hotel lobby Or dinner on your own

Wednesday, September 20

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7:00-8:00 am Breakfast on your own Mentor/Mentee/1st Time Attendee Breakfast: Rainbow/

Moss Room Conference Registration: Downstairs Foyer

8:00-9:30 am Opening Ceremonies Location: Jasper/Onyx Room

President’s Welcome: President Dale Shafer Presentation of Flags by United States Coast Guard Invocation: Donna Biggerstaff, Pendleton National Anthem: Newport IT Director Richard Dutton Pledge of Allegiance: President Dale Shafer Welcome: Newport Mayor Sandra Roumagoux Welcome: Newport City Manager Spencer Nebel Recognition and Announcements: President Dale Shafer

and First Vice President Debbie Hamilton Announcement of Board Candidates: President Dale Shafer

9:30-9:45 am Break: Rainbow/Moss Room Visit the exhibitors and get signatures on door prize form.

Silent auction opens.

9:45-11:30 am Concurrent Session: Welcome to OAMR! Location: Cove Gallery Speakers: President Dale Shafer; Tracy Davis, MMC; Sheri

Pierce, MMC; Joann Tilton, MMC, NCI Director Convener: Nancy Parker, CMC

Description: This session is designed for members new to OAMR and the City Recorder profession. Attendees will learn about OAMR and everything it has to offer. Tracy Davis and Sheri Pierce will discuss IIMC, certification and other programs, and its relationship to Municipal Recorders/Clerks across the globe. In addition, Joann Tilton will provide information on the Northwest Clerks Institute, its program and how it relates to obtaining the required educational credits for certification. The mystery of the acronyms – OAMR, IIMC, NCI, CMC, MMC, and more – will be cleared up. This is a great session for Recorders new to the profession.

9:45-11:30 am Concurrent Session: Emergency/Disaster Planning Location: Jasper Room Speakers: Laura Swanson, Newport City Councilor; Spencer

Nebel, Newport City Manager; and Rob Murphy, Newport Fire Chief

Convener: Tori Barnett, MMC Description: Emergency planning is not just for coastal communities that are subject to earthquakes and tsunamis. Regardless of where your city is located, you must be prepared for emergencies. Emergencies come in all types, whether it be a

Thursday, September 21

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hazardous materials spill, a plane crash, train derailment, a mass casualty incident, or something else – we all need to be prepared. This session will provide information on establishing an internal city emergency committee; tips on how to involve elected officials and department heads; guide you in developing an emergency operations manual; and generally provide the information you need to help your city prepare for any eventuality. This panel represents elected and appointed officials who have worked together and cooperatively through the process. They will share their experiences and respond to questions. It is a great planning opportunity.

9:45-11:30 am Concurrent Session: Helping People Who Don’t Look Like You to Have Successful Local Government Careers

Location: Onyx Room Speakers: Kylie Bayer-Fertterer, ELGL; Katie Babits, City of

Eugene Convener: Nicole Morris, CMC

Description: This session will focus on the practical steps you can take to encourage more equity in the local government profession. Presenters Katie Babits, from the City of Eugene, and Kirsten Wyatt, from Engaging Local Government Leaders (ELGL), will share national best practices and big picture concepts related to equity and inclusion.

11:30-12:45 pm Lunch, Exhibitor Presentations, and Invitation to 2018 Portland Conference

Location: Rainbow/Moss Room

1:00-2:45 pm General Session: Public Records Location: Jasper/Onyx Room Speakers: Stephanie Clark and Kris Stenson from Oregon

State Archives and Members of the OAMR Records Management Committee

Convener: Scott Stauffer, CMC Description: This session is a must for all City Recorders! In

this session, State Archives staff and members of the OAMR Records Management Committee will provide attendees with an informational session on records management law and best practices, and an overview of electronic records management systems. The session will also feature a review of the public records legislation recently passed by the State Legislature (the most records law activity in decades), and a break-out session to compare notes on how your city – and your neighbors – manage records electronically.

2:45-3:00 pm Break: Rainbow/Moss Room Visit the exhibitors and get signatures on door prize form. Bid on silent auction items.


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3:00-4:45 pm General Session: Public Meetings Location: Jasper/Onyx Room Speaker: Chad Jacobs, Attorney with Beery, Elsner and

Hammond Convener: Debby Roth, MMC Description: Chad Jacobs, attorney with Beery, Elsner and

Hammond, will present a session dedicated to public meetings in Oregon. Spend time contemplating the complexities of Oregon’s public meeting laws from the basics to the traps. Jacobs will engage attendees in a lively discussion about Oregon’s public meeting laws with a variety of hypotheticals testing knowledge and skills. Don’t worry, you will receive an overview of the basics as a refresher (or an introduction to the law if you need one). After that, you’re on your own to see which City Recorders can pass the public meetings challenge! Prizes may, or may not, be given to those who succeed – you will have to attend to find out!

5:30 pm Pink Walk (formerly the Kathy Walk) Location: Rogue Ales Public House, 748 SW Bay Boulevard,

Newport Meet at the Rogue and join members to support the fight

against breast cancer and help raise money for another great OAMR Scholarship. It’s not too late to sign up.

6:00 pm Mr. Bill’s Trivia Sponsored by Code Publishing Co. & Quality Code Publishing

Location: Rogue Ales Public House, 748 SW Bay Boulevard, Newport

A full dinner and drinks menu is available for purchase. Do you know it all? Come test your knowledge and get to know your fellow recorders during your free evening at the conference. Participants will compete for prizes and bragging rights!

OR Dinner on your own for those not attending Mr. Bill’s

Trivia.


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7:45 am Conference Registration: Downstairs Foyer

8:00-9:30 am Breakfast and Annual OAMR Business Meeting Location: Onyx Room Convener: President Dale Shafer

9:30-9:45 am Break: Rainbow/Moss Room Visit the exhibitors and get signatures on door prize form. Bid on silent auction items.

Region Pictures: All Region pictures will be taken immediately following the business meeting.

9:45-11:30 am Concurrent Session: Athenian Leadership Dialogue (all day session) Advance registration required.

Location: Cove Gallery Facilitator: Mary Lynne Stratta, MMC, City Secretary, Bryant,

Texas Convener: Tori Barnett, MMC Description: Mary Lynne Stratta was appointed City Secretary of the City of Bryan, Texas, in 1990. She is a graduate of the Texas Municipal Clerks Certification Program and holds the designation of Texas Registered Municipal Clerk. She was awarded the Certified Municipal Clerk designation by the International Institute of Municipal Clerks (IIMC) in 1996, and the Master Municipal Clerk designation in 2004.

Mary Lynne served as the 2009/2010 President of IIMC. In 2003, she received the prestigious Quill Award from IIMC. She served as the 2005 President of the Texas Municipal Clerks Association (TMCA) and was named City Clerk of the Year for the State of Texas in 2002. She was also named City Clerk of the Year by her TMCA Chapter on four different occasions, and has served on the Board of Directors of the Texas Municipal League.

In 2009, Mary Lynne was inducted as a Fellow in the Athenian Leadership Society, an advanced leadership program of IIMC. Since that time, she has greatly enjoyed facilitating leadership dialogues at IIMC conferences and for several state associations on behalf of IIMC. She also serves as a facilitator mentor for other Clerks wishing to become dialogue facilitators for IIMC.

The premise of the Athenian Leadership Dialogues (ALD) is the idea that City Recorders are leaders in very profound, yet subtle, ways. Leadership here is not the transactional vending machine citizens seem to believe about public management. The interest and involvement of the participants, as well as the author's specific focus and emphasis, require that the facilitator move with purpose using the language of meaning, feeling, and power.

Friday, September 22

Mary Lynne Stratta

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The book selected for this Dialogue is “We Band of Angels,” by Elizabeth Norman. This book on the life and times of very strong and brave military nurses during World War II is gripping.

Amazon recounts that “None of the military nurses believed being stationed in the Philippines was going to be dangerous duty. The Philippines was a gardenia-scented paradise; war was a distant rumor; and life was a routine of easy shifts and dinners under the stars. On December 8, 1941, all that changed, as Japanese bombs pounded American bases in Luzon, and this former paradise became a fiery hell.

The nurses, caught in the throes of war, set up field hospitals in the jungles of Bataan and the tunnels of Corregidor, where they tended to the most devastating injuries of war, and suffered the terrors of shells and shrapnel. But the worst was yet to come.

After Bataan and Corregidor fell, the nurses were herded into internment camps where they would endure three years of fear, brutality, and starvation. Once liberated, they returned to an America that at first celebrated them, but later refused to honor their leaders with the medals they clearly deserved. The book contains, in letters, diaries, and riveting firsthand accounts, the story of what really happened during those dark days, woven together in a deeply affecting saga of women in war.”

Participants must have read the book in advance. This session has been approved for three CMC or MMC educational points with the completion of an assessment.

9:45-11:30 am Concurrent Session: Minutes and Tricks of the Trade Location: Onyx Room

Speakers: Barbara Christensen, CMC, Retired City Recorder from the City of Ashland and Sandy King, MMC, Retired City Recorder from the City of Wilsonville Convener: Debi Russell Description: As City Recorder, you are likely the corporate secretary of the municipal corporation. But, that’s where all similarities to the traditional “secretary” position end. As a City Recorder, you are called upon to perform duties that are similar from city to city, but very diverse depending on the size of the community. This session will focus on the common duties performed by City Recorders across the state, and is geared toward those new to the position. There will be an emphasis on minute taking; its importance to the city and position; and techniques to facilitate the process. The speakers, Barbara Christensen and Sandy King, are experienced City Recorders who will share their experience and expertise in minutes and other requirements that are common to the City Recorders position throughout Oregon. There will be plenty of time for questions.


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9:45-11:30 am Concurrent Session: Public Speaking (all day session) Location: Jasper Room Speaker: Joann Tilton, MMC, Northwest Clerks Institute

Director and Retired City Clerk for the City of Manteca, California, and Shalice Taylor-Tilton, MMC, Retired City Clerk for the City of Buena Park, California

Convener: Tracy Davis, MMC Description: In the City Recorder profession, we are often called upon to speak publicly on a variety of topics and occasionally with little or no advance notice. This session is designed to help you become an effective public speaker. A powerful presentation includes good content, organization, delivery, audience, and analysis. The session will help participants:

Increase awareness of personal speech habits and characteristics;

Increase poise and self-confidence;

Improve posture, voice, diction, and other mechanics of speech;

Develop strategies for overcoming speech anxiety;

Develop speech preparation and presentation techniques, audience awareness, and self-awareness;

Practice delivery of professional and personal speeches; and

More!!

Joann and Shalice are very experienced trainers, and the session is guaranteed to be valuable and thought-provoking. Their presentation styles will allow participants to comfortably explore an often difficult component of life in the City Recorder’s Office. Experienced Recorders and those new to the profession will benefit from this session.

11:30-1 :00 pm Lunch and IIMC Region IX Meeting Sponsored by Diamond Sponsor Smarsh Speakers: IIMC Region IX Directors, State Presidents, and Northwest Clerks Institute Director Convener: President Dale Shafer Location: Rainbow/Moss Room

1:00-2:45 pm Concurrent Session: Athenian Leadership Dialogue (continued)

Location: Cove Gallery Facilitator: Mary Lynn Stratta, MMC, City Secretary, Bryant,

Texas Convener: Tori Barnett, MMC Description: See 9:45 am Description (pages 15-16)


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1:00-2:45 pm Concurrent Session: Minutes and Tricks of the Trade Location: Onyx Room Speaker: Barbara Christensen, CMC, Retired City Recorder from the City of Ashland and Sandy King, MMC, Retired City Recorder from the City of Wilsonville

Convener: Debi Russell Description: See 9:45 am Description (page 16)

1:00-2:45 pm Concurrent Session: Public Speaking (continued) Location: Jasper Room Speaker: Joann Tilton, MMC, Northwest Clerks Institute


Convener: Tracy Davis, MMC Description: See 9:45 am Description (page 17) 2:45-3:00 pm Break: Rainbow/Moss Room Visit the exhibitors. Announce Exhibitor drawing winner. Pictures (any not taken during morning break)

2:50 pm Silent Auction Closes

3:00-5:30 pm Concurrent Session: Athenian Leadership Dialogue (continued)

Location: Cove Gallery Facilitator: Mary Lynn Stratta, MMC, City Secretary, Bryant,

Texas Convener: Tori Barnett, MMC Description: See 9:45 am Description (pages 15-16)

3:00-4:45 pm Concurrent Session: Emergency/Disaster Planning Location: Onyx Room Speakers: Laura Swanson, Newport City Councilor; Spencer

Nebel, Newport City Manager; and Rob Murphy, Newport Fire Chief

Convener: Peggy Hawker, MMC Description: See 9:45 am Description (pages 12-13)

3:00-4:45 pm Concurrent Session: Public Speaking (continued) Location: Jasper Room Speaker: Joann Tilton, MMC, Northwest Clerks Institute


Convener: Tracy Davis, MMC Description: See 9:45 am Description (page 17)


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6:00-7:00 pm President’s Corner/Silent Auction/Social Hour Pictures: Board, Past Presidents, and Honored Guests Silent Auction and No-Host Social Hour Conveners:

Pictures: Lisa Scholl, CMC Silent Auction: Second Vice President Nicole Morris, CMC Location: Agate Ballroom

Silent Auction bidding ends promptly at 7:00 pm

7:00 pm Live Designer Purse Auction and Paddle Raise This year’s Banquet is going to host OAMR’s first Designer Purse

Auction! Bring just your wallet and purchase a fancy new purse to carry it home in. The Paddle Raise is coming back this year at the Banquet. Pick your favorite character, raise it high in the air, and help support OAMR scholarships.

7:00-10:00 pm Annual Banquet Presentation of awards by President Shafer; installation of

2017/18 Officers; announcement of fundraising results by OAMR Second Vice President Nicole Morris. No-host social, live music (local group Connell & Longshore) and dancing to follow dinner.

Location: Agate Ballroom


Thank you for joining us as

we navigated through the past

couple days with the lighthouse

LIGHTING OUR FUTURE!!

We hope you enjoyed

learning and networking!

We look forward to seeing

you next year in Portland!

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CERTIFIED MUNICIPAL CLERK (CMC) Kattie Riggs Oregon City

Scott Stauffer

Milwaukie

Invest in Your Future

Attend the 2018 Northwest Clerks Institute The job of Recorder is not getting any easier and you know the importance of keeping abreast of the latest issues and trends. The best way to do just that is by investing in continuing education and obtaining certification as a Certified Municipal Clerk (CMC). The Northwest Clerks Institute provides a comprehensive curriculum in public administration management, technical skills and professional/personal development. Join us at the 2018 Northwest Clerks Institute. Decide to make a difference in your organization, career, and future.

Location: University of Puget Sound in Tacoma, Washington

2018 Dates: Professional Development I - June 3-8 Professional Development II - June 10-15 Professional Development III - June 17-22 Professional Development IV - June 11-14 A note about scholarships: OAMR Finance Policy #2014-0012 provides that first-time attendees at the Northwest Clerks Institute are eligible for a scholarship to cover the registration fee AND housing.

2016-17 IIMC Certifications

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Certified Municipal Clerk (CMC) Program

The Certified Municipal Clerk program is designed to enhance the job performance of the Recorder/Clerk in small and large municipalities. To earn the CMC designation, a Recorder must attend extensive education programs. The CMC designation also requires pertinent experience in a municipality. The program prepares the applicants to meet the challenges of the complex role of the Recorder by providing a quality education in partnership with institutions of higher learning as well as state, provincial, and national associations. The program has been helping Recorders excel since 1970. Designation Requirements The following are the requirements for obtaining the CMC designation: 1. Perform the core duties of a municipal clerk by serving a

legislative government body in an administrative capacity with management responsibilities, including performance of four of the following core duties: Retain custody of the official seal and execution of official

documents General Management Records Management Elections Meeting Administration Human Resources Management Financial Management Management of Bylaws, Articles of Incorporation, ordinances,

or other legal documents. 2. Be an active member of IIMC for two years. 3. Affirm and practice the IIMC Code of Ethics. 4. Submit the Application for Admission (enrollment form) along

with the $50 non-refundable enrollment fee. 5. Attain 60 points in the Education category. 6. Attain 50 points in the Experience category. 7. Complete and submit an Application for CMC Designation

(point request form) accompanied by required supporting documentation.

For more information on the certification programs visit www.iimc.com.

Northwest Clerks Institute

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DIAMOND LEVEL Code Publishing Company 9410 Roosevelt Way NE Seattle, WA 98115 Smarsh 8541 SW 6th Avenue Suite 800 Portland, OR 97204 SILVER LEVEL Airlift Software 2323 N. 31st Tacoma, WA 98403 Local Government Personnel Institute 660 Hawthorne Avenue SE Suite 150 Salem, OR 97308 Municipal Code Corporation PO Box 2235 Tallahassee, FL 32316 Quality Code Publishing LLC 7701 15th Avenue NW Seattle, WA 98117 BRONZE LEVEL League of Oregon Cities 1201 Court Street NE Suite 200 Salem, OR 97301

OAMR extends a sincere THANK YOU to the following sponsors for their generous contributions and support

of the 2017 Annual Conference

Sponsors

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OAMR extends a sincere THANK YOU to the following exhibitors for their participation and support

of the 2017 Annual Conference

Accela 2633 Camino Ramon Suite 500

San Ramon, CA 94583 (925) 659-3200 www.accela.com

Airlift Software

2323 N. 31st Tacoma, WA 98403

(206) 588-6861 www.cloudpwr.com/airlift

American Legal Pub. Corp. One West 4th Street 3rd Floor

Cincinnati, OH 45202 (800) 445-5588

www.amlegal.com

Cities Digital 2000 O’Neil Road Suite 150

Hudson, WI 54016 (651) 714-2800

www.citiesdigital.com

Code Publishing 941 Roosevelt Way NE

Seattle, WA 98115 (206) 527-6831

www.codebook.com

JCG Technologies, Inc. 9941 E. Mission Lane Scottsdale, AZ 85258

(480) 661-5629 www.jcgtechnologies.com

LGPI

660 Hawthorne Ave. SE Suite 150 Salem, OR 97308

(503) 588-2251 www.lgpi.org

LOC 1201 Court Street NE Suite 200

Salem, OR 97301 (800) 452-0338 www.orcities.org

MCCi

PO Box 2235 Tallahassee, FL 32316

(800) 342-2633 www.mccinnovations.com

Municipal Code Corp.

PO Box 2235 Tallahassee, FL 32316

(800) 262-2633 www.municode.com

Quality Code Publishing

7701 15th Avenue NW Seattle, WA 98117

(206) 216-9500 www.qcode.com

Smarsh

8541 SW 6th Avenue Suite 800 Portland, OR 97204

(866) SMARSH1 www.smarsh.com

Vision Municipal Solutions

307 W. Francis Avenue Spokane, WA 99205

(509) 315-8845 www.visionms.net

Exhibitors

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The scholarship program awards various scholarships to assist OAMR members in attending academy sessions, the annual conference, Northwest Clerks Institute, and the IIMC annual conference. Funding for the scholarship program is supported by generous donations and contributions through our annual fundraising. Congratulations to the 2017 OAMR Scholarships recipients!

Stephanie Borst, Vernonia Teri Davis, Brookings Michelle Fox, Athena

April Ott, Bend Jaime Reed, Oregon City

Amy Aschenbrenner, Milwaukie Kimberlyn Collins, Talent

Linda Galeazzi, S-K Transit Diane Harris, Sutherlin

Kailin Honea, Rogue River Sadie Main, Estacada

Aubrey Minear, Hillsboro Cathy Nelson, Waterloo Jennifer Nelson, Carlton

Nancy Parker, Athena Jaime Reed, Oregon City

Anna Ruggles, Forest Grove Debi Russell, Weston Lisa Scholl, St. Helens

Winnie Shepard, Medford Scott Stauffer, Milwaukie Donna Trippett, Lebanon

Northwest Clerks Institute 2017 Professional Development

PD I PD II

PD III

Amy Aschenbrenner, Milwaukie Sammy Egbert, Coburg

Melissa Grace, McMinnville Lori Lesmeister, North Plains Bonnie Prickett, Shady Cove

Winnie Shepard, Medford

2017 Mid-Year Academy

Kimberlyn Collins, Talent Lisa Figueroa, Silverton Diane Harris, Sutherlin

Scott Stauffer, Milwaukie

Scholarships

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Marge Price Scholarship 2017

2017 Annual Conference

Karin Johnson, MMC, Independence

Amy Aschenbrenner, Milwaukie Kimberlyn Collins, Talent

Diane Harris, Sutherlin Kailin Honea, Rogue River

Melissa Thompson-Kiefer, Nehalem Angie Lanter, Banks

Sadie Main, Estacada Aubrey Minear, Hillsboro Cathy Nelson, Waterloo Jennifer Nelson, Carlton

Nancy Parker, Athena

Kathy Payne, St. Helens Jaime Reed, Oregon City

Anna Ruggles, Forest Grove Dawn Russ, Glendale Debi Russell, Weston Lisa Scholl, St. Helens

Karen Spoonts, Medford Scott Stauffer, Milwaukie

Kitty Vodrup, Junction City Carol Weir, Rogue River

Hannah Wells, Milwaukie

Kathy Ishiara Scholarship 2017

2017 Annual Academy Amy Aschenbrenner, Milwaukie

Kimberlyn Collins, Talent Diane Harris, Sutherlin

Kailin Honea, Rogue River Melissa Thompson-Kiefer, Nehalem

Angie Lanter, Banks Sadie Main, Estacada

Aubrey Minear, Hillsboro Cathy Nelson, Waterloo Jennifer Nelson, Carlton

Nancy Parker, Athena Kathy Payne, St. Helens Jaime Reed, Oregon City

Anna Ruggles, Forest Grove Dawn Russ, Glendale Debi Russell, Weston Lisa Scholl, St. Helens

Karen Spoonts, Medford Kitty Vodrup, Junction City

Carol Weir, Rogue River

Ruth Post, MMC, Philomath

Harris-Davis Scholarship 2017 Dawne Shaw, Warrenton

Scholarships

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The scholarships on the previous two pages are funded entirely by your participation and generosity in all the fundraising options offered at our conference, so please choose one, or all of them! Don’t have any cash? No worries. We can add your items on a tab and you will be invoiced after the conference. This year we have the following fundraising opportunities:

ANNUAL SCHOLARSHIP WALK: ($25) The “Pink Walk” will be held Thursday beginning at 5:30 pm. This year’s theme is “Pretty in Pink.” It’s not about how much pink you wear; it’s about how clever you can be with the pink theme. Please wear pink to show your support for this great fundraiser to honor gone, but not forgotten, Medford City Recorder Kathy Ishiara, and to remind everyone to continue supporting the fight against breast cancer. More information can be found in the registration area or by contacting Tori Barnett or Stacie Cook.

AUCTION$: Give auction items to Karin Johnson or Ruth Post at the registration area beginning Wednesday morning and throughout the day. The first Silent Auction will end on Friday at 2:50 pm and the second one on Friday at 7:00 pm. This year’s banquet is going to host OAMR’s first Designer Purse Auction! Bring your wallet and purchase yourself a fancy new purse to carry it home in. The Paddle Raise is coming back this year at the banquet. Pick your favorite character, raise them up high in the air, and help support OAMR scholarships. Please donate and bid, bid, bid!

RAFFLE$: We have six raffle baskets! Tickets are $1 each or six for $5. Please give your ticket stubs, money, and unsold tickets to any Special Projects/Fundraising Committee member. Donated items can be taken to the store or given to Lisa Figueroa beginning Wednesday morning.

TRIVIA NIGHT: Do you know it all? Come out Thursday evening at 6:00 p.m. and test your knowledge and get to know your fellow recorders during your free evening at the conference. Participants will compete for prizes and bragging rights! A full dinner and libations menu is available.

50/50 Card Cut Fundraiser: A deck of cards determines your fate. This entertaining fundraising event will be held at the Friday luncheon. Cards will be $5 each and the winner takes half the proceeds!

About Our Fundraisers

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Several years ago OAMR started promoting a community outreach project for a charitable organization in the city hosting our conference. This year, Samaritan House in Newport will be the recipient.

Samaritan House is a transitional housing program for families experiencing homelessness. The apartment complex facility serves 10 families at a time in a 10-month residency program focusing on nurturing family dynamics, financial literacy, and long-term housing stability. Each family meets weekly with a case manager who guides them through a client-centered, strengths-based approach. Every family is different and special, and every family can be successful. By the time each family graduates, they will have saved a small “nest egg” with which to secure their own independent housing.

Samaritan House provides apartments with basic furniture and household items. Current material needs are:

Twin size bedding (new)

Bath towels (new)

Pillows (new)

Paper products (e.g. paper towels, toilet paper, etc.)

Financial donations made to Samaritan House are 100% tax deductible; as Samaritan House is a 501(c)(3) non-profit organization. Please help support this very worthy cause.

Community Outreach Project

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1983/84 Karen Goldman, MMC ~ City of Eugene 1984/85 Karen Goldman, MMC ~ City of Eugene 1985/86 Maureen Swaney, CMC ~ City of Gresham 1986/87 Ginger Morrison, CMC ~ City of Metolius 1987/88 LaQuita Stec, CMC ~ City of Jefferson 1988/89 Jane McGarvin, MMC ~ Multnomah County 1989/90 Diana Nicolay-Biles, CMC ~ City of West Linn 1990/91 Shelley Jones, CMC ~ City of Waldport 1991/92 Vera Rojas, CMC ~ City of Wilsonville 1992/93 Elisa Olson, MMC ~ City of Klamath Falls 1993/94 Joan Williams, CMC ~ City of Sheridan 1994/95 Leahnette Rivers, CMC ~ City of Rogue River 1995/96 Traci Brace, CMC ~ City of Klamath Falls 1996/97 Denise Carey, MMC ~ City of Estacada 1997/98 Randy Reed, CMC ~ City of Rainier 1998/99 Carol Weir, MMC ~ City of Rogue River 1999/00 Julie Krueger, MMC ~ City of The Dalles 2000/01 Sheila Cox, MMC ~ City of Roseburg 2001/02 Gail Waibel, MMC ~ City of Hillsboro 2002/03 Tracy Davis, MMC ~ City of Keizer 2003/04 Debbie Jermann, MMC ~ City of Gresham 2004/05 Sandra King, MMC ~ City of Wilsonville 2005/06 Peggy Hawker, MMC ~ City of Newport 2006/07 Barbara Christensen, CMC ~ City of Ashland 2007/08 Mary Feldman, CMC ~ City of Eugene 2008/09 Kathy Louie, MMC ~ City of Corvallis 2009/10 Ruth Post, MMC ~ City of Philomath 2010/11 Karin Johnson, MMC ~ City of Independence 2011/12 Tori Barnett, MMC ~ City of Ontario 2012/13 Stacie Cook, MMC ~ City of Mill City 2013/14 Norma Alley, MMC ~ City of Tigard 2014/15 Amy Sowa, MMC ~ City of Springfield 2015/16 Michele Eldridge, CMC ~ City of Harrisburg

OAMR Past Presidents

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This award is based on a nomination from a fellow OAMR member and goes to a City Recorder who has demonstrated a commitment to the profession of City Recorders by contributing greatly to a committee of OAMR or by performing exceptional work for OAMR. Nominations for this award are only accepted from OAMR members. Areas of nomination include: leadership, OAMR committee work, lifetime achievement, OAMR programs or educational development, or other areas of demonstrated professionalism.

Recorder of the Year Award 2016 Recipient

Barbara Christensen, MMC, Ashland (Retired)

Unlike the President’s Award of Distinction, nominations for this award can be submitted not only from OAMR members, but also from city managers and mayors. It is meant to go to a City Recorder who has made an outstanding contribution or provided outstanding service either to OAMR, to the profession of City Recorder, or to their individual city and surrounding community. Nominations can be based on outstanding public relations, organization and administration, special projects, legislative procedures, records management, technology, emergency preparedness, council procedures, or other areas of demonstrated expertise.

2017 Award Winners To Be Announced

President Dale Shafer will announce the recipients of the 2017 awards at the Banquet on Friday evening.

President’s Award of Distinction 2016 Recipient

Melissa Thompson-Kiefer, CMC, Nehalem

Special Recognition

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Year Recipient City 1987 Maureen Swaney Gresham Diana Nicolay West Linn 1988 Diana Nicolay West Linn 1989 Maureen Swaney Gresham Ramona Hudson Salem 1990 Nancy Blankenship Redmond 1991 Ramona Hudson Salem 1992 Cathy Wheatley Tigard 1993 Kate Mast Cascade Locks 1994 Ginger Morrison Crooked River Ranch, SD 1995 Sheila Cox Roseburg 1996 Jane McGarvin Lake Oswego 1997 Margery Price Kennewick, WA 1998 Debbie Weathers (Jermann) Gresham 1999 Gail Waibel Hillsboro 2000 Denise Carey Estacada 2001 Barbara Christensen Ashland 2002 Julie Krueger The Dalles 2003 Deanna Gregory Central Point 2004 Apryl Denman Carlton 2005 Karin Johnson Independence 2006 Tori Barnett Ontario 2007 Peggy Hawker Newport 2008 Debbie Werner Hillsboro 2009 Susan Reeves Scappoose Debbie Jermann C-Tran 2010 Nancy Batchelder Yachats 2011 Bernadette Sorenson Tillamook 2012 Denise Carey Estacada 2013 Michele Eldridge Harrisburg 2014 Kathy Payne St. Helens 2015 Pat DuVal Milwaukie 2016 Melissa Thompson-Kiefer Nehalem

President’s Award of Distinction Recipients

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Year Recipient City 1993 Kate Mast, CMC Cascade Locks 1994 Sue Nelson Beaverton Kris Hitchcock, CMC Lake Oswego 1995 Terri Turi, CMC North Bend 1996 No Winner 1997 No Winner 1998 Tracy Davis, CMC Keizer 1999 Elisa Olson, MMC Klamath Falls 2000 Sandy Lund La Grande 2001 Julie Krueger, MMC The Dalles 2002 Pat DuVal, CMC Milwaukie 2003 Denise Carey, MMC Estacada 2004 Patty Stell, CMC Bend 2005 Marie Ducharme Bandon 2006 Gail Waibel, MMC Hillsboro 2007 Sandy King, MMC Wilsonville 2008 Sheila Cox, MMC Roseburg 2009 No Winner 2010 Nancy Ide Oregon City 2011 Betty Langwell Albany 2012 Peggy Hawker, MMC Newport 2013 Deanna Casey, MMC Central Point 2014 Amber Ames, MMC Hillsboro 2015 Tori Barnett, MMC Ontario 2016 Barbara Christensen, MMC Ashland

2016 President’s Award 2016 Recorder of the Year

Recorder of the Year Recipients

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Anna Ruggles, CMC, Forest Grove Aubrey Minear, Hillsboro Carol Weir, MMC, Rogue River Cathy Nelson, Waterloo Colleen Resch, CMC, Sherwood Colleen Riggs, Cannon Beach Deanna Casey, MMC, Central Point Debby Roth, MMC, Cornelius Debi Russell, Weston Diane Harris, Sutherlin Donna Trippett, Lebanon Izetta Grossman, The Dalles Jamie Reed, Oregon City Kailin Honea, Rogue River Karen Howton, Island City Karen Spoonts, MMC, Medford Karin Johnson, MMC, Independence

Kattie Riggs, CMC, Oregon City Kathy Payne, CMC, St. Helens

Kimberlyn Collins, Talent Kitty Vodrup, CMC, Junction City Lilly Alarcon-Strong, Hermiston Lisa Scholl, CMC, St. Helens Marla Roberts, CMC, Nyssa Melissa Grace, CMC, McMinnville Melissa Thompson-Kiefer, CMC, Nehalem

Nancy Parker, CMC, Athena Peggy Hawker, MMC, Newport Phyllis Bolman, MMC, Monmouth Ruth Post, MMC, Philomath Sandy King, MMC, Wilsonville Scott Stauffer, CMC, Milwaukie Stacie Cook, MMC, Mill City Stephanie Borst, Vernonia Susan Reeves, MMC, Scappoose Teri Davis, Brookings Tori Barnett, MMC, Ontario Tracy Davis, MMC, Keizer

Conference Committee Chair: Debbie Hamilton, CMC, Sutherlin

Host Recorder: Peggy Hawker, MMC, Newport

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Audit Committee: Conducts the annual audit of OAMR financial records.

Bylaws Committee: Reviews the OAMR Bylaws and prepares proposed changes to be reviewed and approved by the membership.

City Recorder’s Procedure Manual Committee: Reviews and updates procedure manual created by OAMR and used as a guide by OAMR members and other City Recorders.

Conference Committee: Coordinates the annual conference.

Education Committee: Encourages and supports OAMR members by providing educational opportunities.

Historical Preservation Committee: Preserves the history of the Oregon Association of Municipal Recorders.

Internet Committee: Maintains updated website.

Legislative Committee: Stimulates interest and activity in legislation affecting municipal government.

Membership Committee: Encourages membership in the Association.

Mentoring Committee: Encourages professional growth and development of new members through the Mentoring Program.

Newsletter Committee: Produces and distributes four issues of the OAMR Newsletter each year.

Nominating Committee: Provides membership with a slate of candidates at the annual meeting.

Northwest Clerks Institute Education Committee: Serves as liaison between OAMR and the Institute.

Professional Growth & Development Committee: Promotes the professional image of the City Recorder through continuing education. The committee also coordinates the OAMR booth at the annual LOC conference.

Records Management Committee: Provides training on Records Management and Retention Schedules.

Retired Clerks Committee: Develops opportunities for retired recorders who wish to continue with activity in the organization and profession.

Scholarship Committee: Administers award of scholarships to OAMR members.

Special Projects/Fundraising Committee: Coordinate projects to raise money for various purposes, including education and scholarships, and to help with the success of the annual conference.

Committees

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OUR VALUES

Dedicated to the concepts of continued education, high quality service and professionalism.

Affirm the dignity and worth of the services rendered. Maintain a constructive, creative and practical attitude and keep a deep sense of social responsibility as a trusted public servant.

Remain dedicated to ideals of honor and integrity. Insist on performance which will merit the respect and confidence of peers and public.

Recognize the City Recorders' role as a major representative of government, the direct link between the residents of their municipalities, their government and all local government positions.

Provide information and assistance as requested and uphold and implement municipal policies adopted by elected officials.

Make it a duty to improve professional ability and develop competence.

Emphasize friendly and courteous service to the public; and seek to improve the quality and image of public service.

Handle each problem without discrimination on the basis of principle and justice.

Seek no favor; believe that personal gain or profit secured by confidential information or misuse of public time is dishonest.

GOALS Promote...OAMR Membership throughout the State of Oregon. Develop...the incentive for professionalism through education of

all members. Provide…programs and activities that will assist in the welfare

and positive progression of municipal government. Foster…closer relationships between recorders in the State of

Oregon, and promote the interchange of information between them.

Promote...OAMR among other professional organizations.

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NOTES

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NOTES

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Mission StatementMission Statement

The mission of the

Oregon Association

of Municipal Recorders

is to enhance

the quality of our office and to

encourage dedication to our

profession, by providing

educational experiences of the

highest quality as well as promote

the professionalism of the office of

municipal recorder.

of municipal recorders...september 20 - 22, 2017 best western agate beach inn newport, oregon 35th...

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